Receptionist & administrative assistant M/F
Published on 16/04/2024
Hays Luxembourg
Working time
Type of contract
Spoken languages
Professional experience
Educational level
Our client, a prestigious law firm, is looking for a Receptionist & Administrative Assistant who speaks English fluently. This is a permanent contract.
Reception Duties:
Responsibility for managing the meeting room and car parking facilities and welcoming all visitors to the office.
Managing room bookings and managing any conflicting requests.
Setting up Video Conferencing facilities as required.
Ensuring the building management team are notified of any visitors coming to the office.
Meeting rooms:
Ensures all meeting rooms are kept tidy and stocked with stationery and other supplies.
Responsibles for setting up the multipurpose room in the appropriate configuration.
Ensures all meeting rooms are kept tidy and stocked with stationery and other supplies.
Responsibles for setting up the multipurpose room in the appropriate configuration.
Catering Duties:
Ensures all catering requirements are met for each meeting - to include purchasing the necessary catering supplies and setting up the meeting rooms in advance of the meeting.
Ensures the Client Pantry and Staff Kitchen have adequate supplies (drinks/fruit.healthy snacks), placing orders where necessary.
Ensures all catering requirements are met for each meeting - to include purchasing the necessary catering supplies and setting up the meeting rooms in advance of the meeting.
Ensures the Client Pantry and Staff Kitchen have adequate supplies (drinks/fruit.healthy snacks), placing orders where necessary.
Visitor Offices - ensures requests for a visitor office are acknowledged and planned for.
Provides the visitor with a welcome note which includes directions on how to find the office.
Responsibles for sending out the daily and weekly visitor bulletins to the office.
Provides the visitor with a welcome note which includes directions on how to find the office.
Responsibles for sending out the daily and weekly visitor bulletins to the office.
Client Service:
Answers telephone calls and takes accurate and complete messages, gives information to callers, refers to others, or holds for team members.
Provides relevant and timely information to clients and team members in a professional, courteous, and effective manner.
Answers telephone calls and takes accurate and complete messages, gives information to callers, refers to others, or holds for team members.
Provides relevant and timely information to clients and team members in a professional, courteous, and effective manner.
Office Services Duties:
Responsibles for ensuring office supplies (stationery) are sufficient - placing orders as required.
Ensures the stationery cupboards are well stocked.
Notifies the IT department (Paris based) if IT equipment supplies are low and need replenishing.
Assists with any photocopying and scanning jobs as needed.
Responsibles for ensuring office supplies (stationery) are sufficient - placing orders as required.
Ensures the stationery cupboards are well stocked.
Notifies the IT department (Paris based) if IT equipment supplies are low and need replenishing.
Assists with any photocopying and scanning jobs as needed.
Mail:
Reviews, prioritises, and routes all incoming mail.
Prepares outgoing mail and overnight packages.
Coordinates courier collection and delivery.
Reviews, prioritises, and routes all incoming mail.
Prepares outgoing mail and overnight packages.
Coordinates courier collection and delivery.
Office Management Support:
Programs security cards for new joiners, setting up desks for new joiners
Programs security cards for new joiners, setting up desks for new joiners
EDUCATIONAL QUALIFICATIONS/JOB EXPERIENCE REQUIREMENTS:
- College Degree or Equivalent preferred.
- Prior experience of working in a reception role within a professional service environment is essential.
- Must be bilingual (French/Luxembourgish and English. German would be an advantage).
- Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
- Must work well independently as well as in a team.
- The ability to work under deadlines, time pressure, and a generally high level of demand.
- Exceptional organisational skills that reflect the ability to seamlessly perform and prioritise multiple tasks with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with internal and external Partners, attorneys, staff and clients.
- The ability to communicate both orally and in written communications effectively and accurately.
- The ability to respect, protect and maintain confidential information.
